Using Your Enrollment Data to Grow Your Business


Jackrabbit’s enrollment reporting allows you to pull historical data from your database and identify areas of growth or decline. A couple of the reasons to look at your enrollment reports are:

  • To compare enrollment from different time periods (sessions).
  • To identify drops by instructor.

The most powerful enrollment report in Jackrabbit is the Enrollment Detail Report found under the Reports menu. This report allows you to clearly isolate data to pull valuable information.

Understanding the values and where they pull from is critical to the use of this report.

Understanding the Enrollment Detail Report Search Criteria

As with any report in Jackrabbit, it is critical to understand where the report pulls the data from, i.e. where the data lives. 

The data corresponding to the Enrollment Detail Report search criteria lives on either the Class record or the Student record (with the exception of Membership Type which lives on the Billing Info tab of the Family record). 

The below image has been color coded by criteria to show where Jackrabbit is going to look for data. Class criteria is in orange. Student criteria is in blue:

The criteria selected above can be interpreted as:

  • Show me a list of active students who are currently enrolled in active classes with a Category 1 value of "Dance", that were enrolled between January 1 - 31, 2018.
  • All criteria that are left blank say "include all", e.g. include classes at all Class locations or include all enrollments regardless of their Enroll Type.

Compare One Session (or Time Period) to Another - Analyze Growth & Retention

If you don't offer sessions, see below for I Don’t Use Sessions – Can I Still Compare Enrollment Data?

Watch a (1:46) video tutorial on how to Analyze Enrollment Growth

Comparing Data Using the Session Value to Analyze Enrollment Growth

If you offer sessions and would like to compare enrollment from one session to the next, it is very easy with the Enrollment Detail Report.  If you don't offer sessions, see below for I Don’t Use Sessions – Can I Still Compare Enrollment Data?

With assigned session values on your classes and your prior session of classes archived, using the following criteria and display settings on the Enrollment Detail Report will find students who enrolled at your facility this session that were not enrolled in the prior session:

  • Active Classes Only: No
  • Enroll Type: Blank (captures all)
  • Student Status: Blank (captures all)
  • Enrollment Status: All (Current and Past) Enrollments
  • Enrolled in Session: Select the CURRENT session
  • Not Enrolled in Session: Select the PRIOR session
  • Show Enrollment Details or Student Summary: Set to Student Summary

Note: If you use the Lead File and Lead File families before running this report, your enrollment data will be lost. You must run this report before Lead Filing your families. 

Watch a (2:03) video tutorial on how to Analyze Enrollment Retention


Comparing Data Using the Session Value to Analyze Enrollment Retention

With assigned session values on your classes and your prior session of classes archived, using the following criteria and display settings on the Enrollment Detail Report will find students who did NOT re-enroll at your facility:

  • Active Classes Only: No
  • Enroll Type: Blank (captures all)
  • Student Status: Blank (captures all)
  • Enrollment Status: All (Current and Past) Enrollments
  • Enrolled in Session: Select the PRIOR session
  • Not Enrolled in Session: Select the CURRENT session
  • Show Enrollment Details or Student Summary: Set to Student Summary

Note: If you use the Lead File and Lead File families before running this report, your enrollment data will be lost. You must run this report before Lead Filing your families.

Do not over select or populate criteria. Do ONLY the above first. If you would then like to break it down by a category, instructor or class you can do that.

Consider Contacting the People Who Have Not Returned

The results of the above search will provide you with a list of names and email addresses. From here it is easy to send an email inviting these families to come back to your facility. Click the Email All checkbox to quickly generate an email to all of the families included in the report results (deselect any families you do not wish to email).

How can I use the Enrollment Detail to Analyze Drops?

The Enrollment Detail Report allows you to pull a list of drop by Instructor. If you have concerns over an instructor's performance you can easily pull a list of drops by instructor and include the drop reason. By comparing this with other instructors you can try and see if there is a pattern or concern.

Criteria to use:

  • Select Class criteria you wish to focus on: It can be only active classes, a certain session of classes or a category of classes. Keep it simple.
  • Student Status: Blank (captures all)
  • Enrollment Status: Past Enrollment - Drops Only (excludes Transfers)
  • Enrolled in Classes (Instructor): select instructor
  • Show Enrollment Details or Student Summary: Student Summary
  • Show Drop Date & Reason: Yes


I Don’t Use Sessions – Can I Still Compare Enrollment Data?

You can still compare enrollment using a date range, however, this requires running the report two times and comparing information. Jackrabbit cannot find non-returning students with just a date range, you must run a list of total students for each time frame and compare. A strong knowledge of Excel is beneficial in this case if you want to narrow down the individual students.

To pull a list of students by date range for comparison:

  • Active Classes Only: No
  • Enroll Type: Blank (captures all)
  • Student Status: Blank (captures all)
  • Enrollment Status: All (Current and Past) Enrollments
  • Enrollment (as of) From Date: Enter the beginning date for the time period and for Through: the end of the time period you wish to calculate
  • Show Enrollment Details or Student Summary: Student Summary

You have to run this report for each time frame. Take the results and export them to Excel and compare using Excel. 

Every student enrolled for at least one day during the date range will be included in the report results. You may want to consider selecting a single date during the time frame as a snapshot versus a date range.

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